Maritime Crew Management Software

Maritime Crew Management Software and Seafarer Management System

Ship crewing software for seafarer records, document expiry tracking, crew sign on and sign off, crew contracts, crew payroll software for ships, and maritime crew recruitment. One platform for ship managers and crewing teams in Dubai and the UAE.

Last updated: 31 October 2026

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✓ Seafarer document expiry alerts ✓ Vessel crew portal ✓ Seafarer self-service and mobile app
06:00

Daily document expiry check

7 / 30 / 60

Day expiry alert windows

0-100

Crew readiness score per seafarer

PDF / Excel

Report and payroll exports

Why ship managers use crew management software

Tracking seafarers in spreadsheets makes it easy to miss an expired certificate, double-book a crew member across two vessels, or pay the wrong overtime. A maritime crew management system keeps seafarer records, contracts, documents, rotations and payroll in one database, so the crewing office sees the same information as the vessel.

Artific's ship crewing software covers the full seafarer lifecycle: recruitment, onboarding, contracts, training and certificates, planning and sign on and sign off, payroll, travel, and records. Ship managers in Dubai and the UAE use it to see crew readiness and expiring documents before they affect a sailing.

Access depends on the role each user holds. Office staff, vessel users and seafarers each see only the screens and data their role allows, and every change is written to an audit log.

  • Seafarer Records: One profile per seafarer with contracts, documents, certificates, medical examinations, training and assessments.
  • Expiry Alerts: Daily checks on documents, certificates and medical records, with alerts ranked by urgency.
  • Planning and Rotation: Planning board, rotations, sign on and sign off, and crew change requests from vessels.
  • Payroll and Payslips: Earnings, deductions, leave and overtime approvals, allotments, and bulk payslip downloads.

Seafarer Management

Create and edit seafarer profiles with contracts, documents and career history in one record.

Maritime Crew Recruitment

Publish seafarer jobs and ship crew vacancies, take online applications, and schedule interviews.

Certificate Tracking

Seafarer certificate tracking with expiry dates, alerts and renewal visibility for the crewing office.

Sign On and Sign Off

Record sign on and sign off against vessels and ranks, and plan crew changes ahead of time.

Ship Payroll

Crew payroll software for ships with leave, overtime, allotments and payslip generation.

Document Management

Store seafarer, vessel and candidate documents with categories, expiry dates and an audit trail.

Maritime Crew Management: Quick Answers

Short answers to the questions crewing managers ask about crew management software for ships.

What is maritime crew management software?

Maritime crew management software holds seafarer records and runs the crew lifecycle for ships. It shows which seafarer is on which vessel, which certificates are valid, when crew sign on and sign off, and how crew are paid.

What is a seafarer management system?

A seafarer management system keeps each seafarer's profile, contracts, certificates, medical records, training and documents in one searchable place. Each person links to a rank, a vessel and a contract, so the office always knows who is aboard.

How does seafarer document expiry tracking work?

A check runs every day at 06:00 against seafarer documents, certificates and medical records. Items that have expired or expire within 7 days are critical, items within 30 days are high, and items within 60 days are medium. Alerts appear in the notification centre.

How does crew sign on sign off software work?

Each sign on and sign off records a seafarer, vessel, rank and date. The planning board shows future rotations, and vessel users can request crew changes and record movements in the vessel portal.

How does ship crew contract management work?

Each contract stores the seafarer, vessel, rank, contract number, contract type (fixed term or permanent), dates, earnings and deductions. Contract status feeds the readiness score, and the system sends contract expiry notifications.

What is a seafarer certificate tracking system?

It is the part of the system that records each certificate with its issue and expiry dates, links it to the seafarer, and raises alerts before it lapses. Training records and medical examinations are tracked the same way.

What is crew readiness assessment for ships?

Each seafarer gets a readiness score from 0 to 100. Compliance counts for 70 percent, and availability and contract status make up the rest. Scores of 90 and above are Excellent, 80 to 89 Ready, 60 to 79 Conditional, and 40 to 59 Not Ready. A compliance score below 50 is flagged as a blocking issue.

How does ship payroll and payslip generation work?

Payroll records hold each seafarer's earnings, deductions, leave, overtime and allotments for the period. Leave and overtime requests are approved or rejected first. Payslips can be downloaded in bulk, by vessel, or as a monthly payroll export.

How does a maritime crew recruitment portal work?

Each recruitment campaign has a public page where candidates apply online and upload a CV (PDF, DOC or DOCX, up to 5 MB). Recruiters track candidates, schedule interviews and keep candidate documents in one place. Campaigns close to new applications after their end date.

Modules for Ship Crew Management

Each module covers one part of the seafarer lifecycle and shares the same records.

1 Dashboard and Reports

A dashboard for crew readiness, expiring documents and notifications, with reports for crew rotation, payroll and recruitment.

  • ✓ Crew readiness overview
  • ✓ Expiring document and certificate alerts
  • ✓ Crew rotation and vessel payroll reports
  • ✓ Recruitment outcome and analytics pages

2 Crew Management

A crew directory with seafarer profiles, contracts and documents, and a detail view for each seafarer.

  • ✓ Crew directory and seafarer profiles
  • ✓ Seafarer contracts (fixed term and permanent)
  • ✓ Seafarer document storage
  • ✓ Seafarer detail view with contract history

3 Certificates, Medical and Training

Seafarer certificate tracking, medical examination records, training courses and attendance, and competency assessments.

  • ✓ Certificates with expiry dates and alerts
  • ✓ Medical examination records
  • ✓ Training courses and attendance
  • ✓ Competency assessments and performance appraisals

4 Recruitment

Recruitment campaigns for seafarer jobs and ship crew vacancies, with a public application page for each campaign.

  • ✓ Recruitment campaigns with positions and dates
  • ✓ Online applications with CV upload
  • ✓ Candidate tracking and interview scheduling
  • ✓ Candidate document repository

5 Planning and Rotation

A planning board for future rotations, sign on and sign off records, and crew change requests.

  • ✓ Planning board and crew planning
  • ✓ Rotation schedules
  • ✓ Sign on and sign off records
  • ✓ Crew change planning and requests

6 Payroll and Compensation

Crew payroll software for ships that covers earnings, deductions, leave, overtime and allotments, with payslips for each seafarer.

  • ✓ Payroll records with earnings and deductions
  • ✓ Leave approval and rejection
  • ✓ Overtime approval and rejection
  • ✓ Allotments and bulk payslip download

7 Logistics

Travel bookings, crew accommodation, expense claims and the travel agents who handle them.

  • ✓ Travel bookings
  • ✓ Accommodation management
  • ✓ Expense claims with receipts
  • ✓ Travel agent management

8 Finance and Procurement

Crew accounts, remaining on board (ROB) stores, and the purchasing cycle from supplier to invoice.

  • ✓ Crew accounts with opening balances, expenses and receipts
  • ✓ Remaining on board inventory and stock movements
  • ✓ Suppliers, purchase orders and goods receipts
  • ✓ Supplier invoices with dispute handling

9 Fleet and Vessels

Vessel and fleet records, vessel tracking, voyage history and vessel documents.

  • ✓ Vessels and fleets
  • ✓ Vessel tracking and voyage history
  • ✓ Vessel document storage
  • ✓ Vessel notification preferences and logs

10 Vessel Portal

A separate vessel login so each ship can view its own crew and send updates back to the office.

  • ✓ Vessel dashboard
  • ✓ Crew list, crew documents and payslips
  • ✓ Vessel tracking updates
  • ✓ Crew change requests and sign on and sign off entries

11 Seafarer Self-Service

Seafarers can check their own information without contacting the office.

  • ✓ Profile and documents
  • ✓ Contracts and payslips
  • ✓ Leave requests
  • ✓ Mobile app access

12 Administration and Compliance

Roles and permissions, audit and system logs, and the reference data that every other module uses.

  • ✓ Users, roles and permissions
  • ✓ Audit logs and system logs
  • ✓ Ranks, departments, currencies and settings
  • ✓ Compliance dashboard and crew readiness scores

Access Control, Security and Integration

How the system controls who sees seafarer data, and how it connects to other tools.

Role-Based Access

Roles and permissions decide which modules, records and actions each user can access. Vessel users and seafarers see only their own scope.

Audit Logs

Changes to records are written to an audit log that shows who made each change and when, which supports internal reviews.

Mobile App and Web

Use the web app in any modern browser, or the mobile app, which has seafarer and vessel roles.

Reports and Exports

Export reports to PDF or Excel, including payslips and monthly payroll.

Notifications

In-app notifications for expiring documents and contract events, with per-vessel notification preferences and delivery logs.

API for Integration

A REST API provides access to the same records, so other HR, payroll or maritime tools can exchange data with the system. Integration scope is agreed during onboarding.

Maritime Crew Recruitment for Seafarer Jobs

Publish seafarer jobs and ship crew vacancies, then manage every applicant in one place.

Post the Vacancy

Create a campaign for a rank or vessel type, such as chief engineer jobs, able seaman jobs or tanker crew jobs. Each campaign has a title, description, number of positions and an open date range.

Receive Applications

Candidates apply through the public page with a CV in PDF, DOC or DOCX up to 5 MB. Each email address can apply once per campaign.

Hire and Deploy

Interview outcomes and status are recorded for each application, and recruitment reports show how each campaign performed.

Crew Management Software: Frequently Asked Questions

Questions crewing managers, ship managers and HR teams ask before they choose a system.

What features does the crew management software include?

It covers seafarer profiles, contracts, documents, certificates, medical examinations, training and assessments, recruitment campaigns and candidates, the planning board and rotations, sign on and sign off, crew changes, payroll with leave and overtime approvals, allotments and payslips, travel bookings, accommodations, expense claims, crew accounts, remaining on board inventory, procurement, a vessel portal, a seafarer self-service portal, reports, roles and audit logs.

What is the difference between crew contracts and the planning board?

Contracts record active, official assignments. The planning board is for future rotations and tentative crew changes.

How does seafarer document expiry tracking work?

A check runs every day at 06:00. Items that have expired or expire within 7 days are rated critical, items within 30 days are rated high, and items within 60 days are rated medium. Alerts appear in the notification centre, where the crewing team can act on them.

Can the system manage several vessels and fleets?

Yes. You can set up vessels, fleets, ranks and departments, then assign crew to any vessel. Each vessel can have its own portal login, notification preferences and document storage.

How are payslips created and shared?

Payroll records are built from earnings, deductions, approved leave, approved overtime and allotments. Payslips can be downloaded in bulk, by vessel, or as a monthly payroll export. Seafarers see their own payslips in self-service, and vessel users see payslips for their crew in the vessel portal.

Can seafarers and vessels use the system without office staff?

Partly. Seafarers can view their profile, documents, contracts, payslips and leave, and submit leave requests. Vessels can view their crew, update tracking, and request crew changes. Office staff still approve leave, crew changes and payroll.

How does the software handle compliance and audit requirements?

The system keeps audit logs of changes, shows expiry status for documents and certificates, and provides a compliance dashboard and crew readiness scores. Your company still sets its own compliance rules, and the software keeps the records.

What security measures protect seafarer data?

Access is controlled by roles and permissions, API access uses token-based authentication, and changes are logged. Traffic should run over HTTPS with an SSL certificate on your web server. Backup schedules depend on your hosting setup.

Does the software work on mobile devices?

Yes. The web app runs in any modern browser on a phone or tablet, and a React Native mobile app is available for seafarer self-service.

Can the system connect to our existing payroll or HR tools?

The system has a REST API and exports to PDF and Excel. The specific integration, such as a link to an existing payroll or HR system, is scoped during consultation.

Can we move our existing seafarer data into the system?

Yes. Seafarer records, contracts and documents are migrated during onboarding. We agree the scope and data volume during consultation.

Implementation and Onboarding

A staged rollout that keeps the crewing office running during the change.

1️⃣

Consultation

Review your rank structure, vessels, current workflows and integration needs.

2️⃣

Setup and Configuration

Configure company details, roles, ranks, departments, vessels and fleets.

3️⃣

Data Migration

Move existing seafarer records, contracts, certificates and documents into the system.

4️⃣

Team Training

Train administrators, crewing staff and vessel users on the modules they use.

5️⃣

Go Live

Switch the crewing office and vessels over with support on hand during the first weeks.

6️⃣

Ongoing Support

Support, updates and tuning of alerts, reports and workflows based on your feedback.

Guides

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Manage Your Seafarers with Maritime Crew Management Software

See how the seafarer management system handles expiry alerts, sign on and sign off, crew payroll and recruitment for your fleet. Book a demo with our team in Dubai.

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